Most of us write tens or even hundreds of them a week, but the question of how to start an email (or letter) can still leave us floundering.
In fact, one of our readers and former delegates asked us to settle an office argument on this very matter. We’re very fond of workplace debates โ especially about language and writing. (And the more heated, the better.) So we were only too happy to weigh in.
Here’s how the exchange went.
Dear Emphasis
I really enjoyed the report-writing course I did. But I now have a query about email and letter writing.
We are debating in the office whether you should start an email or letter with โI am writingโ. Some say yes, some say no.
What would you say?
Regards
Jane
And hereโs our reply:
Hi Jane
Thanks for getting in touch. Weโre really pleased to hear you enjoyed the report-writing course.
The same โKISSโ principles that you learnt on the course apply as much to letters as to reports.
For that reason, I wouldnโt usually recommend that you start an email or letter with โI am writingโ, any more than I would recommend starting a phone call with โI am callingโ. Both are self-evident and therefore a waste of ink/breath. They are also arguably a little lazy.
However, starting drafting with โI am writingโ can be a great way to get the words flowing โ you just have to make sure you go back and edit it out again.
For example:
Dear Clare
I am writing to thank you so much for inviting me to last weekโs seminar …
becomes:
Dear Clare
Thank you so much for inviting me to last weekโs seminar …
Hereโs another example:
Dear Muffle Telecom
I am writing to complain about the shockingly poor level of service your company has (or rather hasnโt) delivered recently โฆ
becomes:
Dear Muffle Telecom
Your company delivered (or rather didn’t deliver) a shockingly poor level of service recently …
Do note that you’ll want to look at your messages case by case as you do this. For example, you could argue that I have subtly changed the meaning in the second example. However, the complaint is implicit: by pointing out the poor service, I am, by definition, complaining.
Our advice would definitely be to avoid using this phrase if you can โ except as a technique to get started.
Hope that helps.
Kind regards
Rob Ashton
What do you think? Try this technique this week when you’re writing emails and see if it helps you.
Image credit: Maslowski Marcin / Shutterstock
